[Federal Register Volume 76, Number 171 (Friday, September 2, 2011)]
[Notices]
[Pages 54743-54746]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2011-22467]


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DEPARTMENT OF DEFENSE

Department of the Army

[Docket ID: USA-2011-0021]


Privacy Act of 1974; System of Records

AGENCY: Department of the Army, Department of Defense (DoD).

ACTION: Notice to Add a System of Records.

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SUMMARY: The Department of the Army proposes to add a system of records 
to its inventory of record systems subject to the Privacy Act of 1974 
(5 U.S.C. 552a), as amended.

DATES: This proposed action would be effective without further notice 
on October 3, 2011 unless comments are received which result in a 
contrary determination.

ADDRESSES: You may submit comments, identified by docket number and 
title, by any of the following methods:
    * Federal Rulemaking Portal: http://www.regulations.gov. Follow the 
instructions for submitting comments.
    * Mail: Federal Docket Management System Office, 1160 Defense 
Pentagon, Washington, DC 20301-1160.

[[Page 54744]]

    Instructions: All submissions received must include the agency name 
and docket number for this Federal Register document. The general 
policy for comments and other submissions from members of the public is 
to make these submissions available for public viewing on the Internet 
at http://www.regulations.gov as they are received without change, 
including any personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: Mr. Leroy Jones, Department of the 
Army, Privacy Office, U.S. Army Records Management and Declassification 
Agency, 7701 Telegraph Road, Casey Building, Suite 144, Alexandria, VA 
22325-3905, or by phone at (703) 428-6185.

SUPPLEMENTARY INFORMATION: The Department of the Army notices for 
systems of records subject to the Privacy Act of 1974 (5 U.S.C. 552a), 
as amended, have been published in the Federal Register and are 
available from the address in FOR FURTHER INFORMATION CONTACT.
    The proposed system report, as required by 5 U.S.C. 552a(r) of the 
Privacy Act of 1974, as amended, was submitted on August 3, 2011 to the 
House Committee on Oversight and Government Reform, the Senate 
Committee on Governmental Affairs, and the Office of Management and 
Budget (OMB) pursuant to paragraph 4c of Appendix I to OMB Circular No. 
A-130, ``Federal Agency Responsibilities for Maintaining Records About 
Individuals,'' dated February 8, 1996 (February 20, 1996, 61 FR 6427).

    Dated: August 29, 2011.
Aaron Siegel,
Alternate OSD Federal Register Liaison Officer, Department of Defense.
A0 025-400-2 OAA

System name:
    Army Records Information Management System (ARIMS).

System location:
    Records Management Declassification Agency (RMDA), 7701 Telegraph 
Road, Casey Building, Room 146A, Alexandria, VA 22315-3860.

Categories of individuals covered by the system:
    Active U.S. Army, U.S. Air Force, U.S. Navy, U.S. Marine Corp, and 
U.S. Coast Guard, Army retired, contractors employed by the Army, 
Department of Defense civilians employed by the Army, Air Force, Navy, 
Marine Corp, and Coast Guard, newly assigned Department of Army 
civilian, Department of Army retired civilians, active and retired 
military family members verified in the Defense Eligibility Enrollment 
Reporting System (DEERS), active foreign officers (Non-US Military 
Officers), Homeland Security employees, Initial Entry Recruits, 
Individual Ready Reserve, Department of the Army Non-Appropriated Funds 
civilians, Army National Guard, Army National Guard retired personnel, 
Army Reserve and United States Military Academy (USMA) cadets who 
register for access and provide records for retention in the system and 
individuals who are the subject of records in the system.

Categories of records in the system:
    The system encompasses a variety of records pertaining to all Army 
and DoD functionality; individual name, Social Security Number (SSN), 
DoD ID Number, address; user account information that contains data 
such as names, usernames, unit assignments, locations, office symbols, 
telephone numbers, e-mail addresses, and user roles; and also including 
information in the following categories:

Personnel:
    Records concern military and Army civilian personnel as they relate 
to general personnel data of member, his or her dependents, such as 
insurance, voting, citizenship, and handling responsibility for 
personal property. Records concerning methods and procedures for 
identifying skills and abilities of military personnel, testing, and 
awarding military occupational specialties for use in assignment to 
related duties and jobs.
    Records for the processing of military personnel upon entry into 
the service, in a training or temporarily unassigned status, upon 
assignment overseas and return, and for separation from the service. 
Also covered are records on appointment of officer personnel, 
enlistment and re-enlistment of enlisted personnel, recruiting 
activities, and other matters relating to the entry of military 
personnel into the Army.

Installation Management and Field Organization:
    Records concerning administrative and management functions 
pertaining to installations and responsibilities of installation 
commanders. Subject functional areas include activation and 
inactivation, site and master planning, quarters and housing, 
commercial solicitation, financial institutions, sales of products and 
services, and similar functions applicable at the installation level 
not specifically provided for in other series. Also covered are 
organization, mission, responsibilities, duties, and functions of 
Department of Defense, Headquarters, Department of the Army, Department 
of the Army agencies, major commands, and other commands, units, and 
organizations.

Security:
    Records concerning identification, classification, downgrading, 
declassification, dissemination, and protection of defense information, 
storage and destruction of classified matter, industrial security, 
investigations involving compromise of classified information, access 
to classified data, and other matters pertaining to security; records 
covering the protection and preservation of the military, economic, and 
productive strength of the United States, including the security of the 
Government in domestic and foreign affairs and records concerning 
responsibilities, policies, functions, and procedures pertaining to 
security assistance.

Information Management:
    Records concerning planning, policies, procedures, architectures, 
and responsibilities pertaining to information management; life cycle 
management of information systems; and records pertaining to all five 
Information Mission Area disciplines (communications, automation, 
records management, visual information, and publications and printing); 
records concerning policy, direction, planning, testing, and operation 
of communications and electronics systems, such as radio, telephone, 
teletypewriter, and radar.

Medical Services:
    Composition, mission, responsibilities and functions of the Army 
Medical Department and its related corps, administration and operation 
of Army medical treatment facilities, medical, dental, and veterinary 
care, and medical, dental, and veterinary equipment and supplies.

Logistics:
    These records concern logistics policies, procedures, and support 
covering supplies, equipment, and facilities in several different 
logistical areas.

Administration:
    Administrative functions, such as control of office space, visits, 
attendance at meetings and conferences, gifts and donations, 
memorialization proceedings, and other support functions not 
specifically provided for in other series.

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Emergency and Safety:
    Actions involved in preparing for war or emergencies; bringing the 
Army to a state of readiness; and assembling and organizing personnel, 
supplies, and other resources for active military service. Army 
participation and support in matters of civil disturbance, disaster 
relief, and civil defense and emergency action; records concern 
administration of the Army safety program, which is directed toward 
accident prevention Army-wide. Program responsibilities include 
conducting studies and surveys to determine unsafe practices and 
conditions. Also covers records on nuclear accidents and incidents.

Legal Services:
    Judiciary boards and proceedings, decisions, opinions, and policies 
applicable to civil law and military affairs, international, foreign, 
procurement, and contract law, legal assistance for military personnel 
and their dependents, policies and procedures relative to patents, 
inventions, taxation, and land litigation involving the Army, trials by 
courts-martial, including pretrial, trial, and post trial procedures, 
nonjudicial punishment, investigation, processing, settlement, and 
payment of claims against or on behalf of the Government when the Army 
is involved.

Financial Audit:
    Policies, procedures, direction, and supervision of financial 
functions, including budgeting, accounting, funding, entitlement, pay, 
expenditures, Army Management Structure and fiscal code, and related 
reporting. Records concerning authority, responsibilities, 
organization, and policies relating to auditing service in the 
Department of the Army, action requested on United States Army Audit 
Agency reports, and audit procedures for non-appropriated and similar 
funds.

Quality Assurance and Quality Control:
    Army environmental management records, including programs, 
policies, instructions, and activities; matters affecting the quality 
of the environment, such as impact on the atmosphere, natural 
resources, water, and the community.

Authority for maintenance of the system:
    10 U.S.C. 3013, Secretary of the Army; 44 U.S.C. Sections 3301-
3314, the Federal Records Act; Executive Order 13526--Classified 
National Security Information Memorandum of December 29, 2009--
Implementation of the E.O. `Classified National Security Information' 
Order of December 29, 2009--Original Classification Authority; DoDD 
5015.2, DoD Records Management Program; Army Regulation 25-400-2, The 
Army Records Information Management System; and E.O. 9397 (SSN), as 
amended.

Purpose(s):
    The Department of the Army is proposing to establish a new system 
of records that will be used to manage and archive long-term and 
permanent records providing core information technology to records 
management support programs (Freedom of Information Act, Privacy Act, 
Component Programs, Combat Records Research, and declassification 
review of classified, permanent, historical Army records 25 years old 
or older, as well as manage the joint review of DoD equities in the 
Joint Referral Center (JRC).

Routine uses of records maintained in the system, including categories 
of users and the purpose of such uses:
    In addition to those disclosures generally permitted under 5 U.S.C. 
552a(b) of the Privacy Act of 1974, these records contained therein may 
specifically be disclosed outside the DOD as a routine use pursuant to 
5 U.S.C. 552a(b)(3) as follows:
    The DoD `Blanket Routine Uses' set forth at the beginning of the 
Army's compilation of systems of records notice also apply to this 
system.
    To the Department of Veterans Affairs to verify military service 
for claims filed by the veteran.

    Note:  This system of records contains individually identifiable 
health information. The DoD Health Information Privacy Regulation 
(DoD 6025.18-R) issued pursuant to the Health Insurance Portability 
and Accountability Act of 1996, applies to most such health 
information. DoD 6025.18-R may place additional procedural 
requirements on the uses and disclosures of such information beyond 
those found in the Privacy Act of 1974 or mentioned in this system 
of records notice.

Policies and practices for storing, retrieving, accessing, retaining 
and disposing of records in the system:
Storage:
    Electronic storage media and hard copy records.

Retrievability:
    By name of individual, Social Security Number (SSN), subject 
matter, or title of record.

Safeguards:
    Electronically and optically stored records are maintained in fail-
safe system software with password-protected access. Indexes of hard 
copy records are stored in records holding areas Army wide. Records are 
accessible only to authorized persons with a need-to-know who are 
properly screened, cleared and trained. The system maintains data 
encryption, role based access, Common Access Card access, and 
authentication through the Army Knowledge Online Portal through secure 
socket protocols.

Retention and disposal:
    Records will be retained in accordance with their respective 
disposition schedule and will be destroyed or permanently accessioned 
to the National Archives when no longer needed for reference and/or for 
conducting business. Records are destroyed by erasing, purging, 
shredding or burning.

Systems Managers(s) and Address:
    ARIMS Systems Managers, Records Management and Declassification 
Agency, 7701 Telegraph Road, Casey Building, Room 102, Alexandria, VA 
22315-3860.

Notification procedures:
    Individuals seeking to determine whether information about 
themselves is contained in this system should address written inquiries 
to the System Manager, Records Management and Declassification Agency, 
7701 Telegraph Road, Casey Building, Room 102, Alexandria, VA 22315-
3860.
    For verification purpose, individual should provide full name, any 
details which may assist in locating records and their signature. The 
individual should also reasonably specify the record contents being 
sought.
    In addition, the requester must provide a notarized statement or an 
unsworn declaration made in accordance with 28 U.S.C. 1746, in the 
following format:
    If executed outside the United States:
    ``I declare (or certify, verify, or state) under penalty of perjury 
under the laws of the United State of America that the foregoing is 
true and correct. Executed on (date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing in true and correct. Executed on 
(date). (Signature)'.

Record access procedures:
    Individuals seeking access to information about themselves 
contained in this system should address written inquiries to the 
Systems Managers, Records Management and Declassification Agency, 7701 
Telegraph

[[Page 54746]]

Road, Casey Building, Alexandria, VA 22315-3860.
    For verification purpose, individual should provide full name, any 
details which may assist in locating records and their signature. The 
individual should also reasonably specify the record contents being 
sought.
    In addition, the requester must provide a notarized statement or 
declaration made in accordance with 28 U.S.C. following format:
    If executed outside the United States:
    `I declare (or certify, verify, or state) under penalty of perjury 
under the laws of the United States of America that the foregoing is 
true and correct. Executed on (date). (Signature)'.
    If executed within the United States, its territories, possessions, 
or commonwealths: `I declare (or certify, verify, or state) under 
penalty of perjury that the foregoing is true and correct. Executed on 
(date). (Signature)'.

Contesting record procedures:
    The Army's rules for accessing records and for contesting contents 
and appealing agency determinations are contained in Army Regulation 
340-21; 32 CFR part 505; or may be obtained from the system manager.

Records Source Categories:
    Information is obtained from individuals, Department of Veterans 
Affairs, and other Federal, state and local agencies.

Exemptions claimed for the system:
    During the course of records management, declassification and 
claims research, exempt materials from `other' systems of records in 
turn may become part of the case records in this system. To the extent 
that copies of exempt records from those `other' systems of records are 
entered into this system, the Department of the Army hereby claims the 
same exemptions for the records from those `other' systems that are 
entered into this system, as claimed for the original primary systems 
of records which they are a part.
    An exemption rule for this system has been promulgated in 
accordance with requirements of 5 U.S.C. 553(b)(1), (2), and (3), (c) 
and (e) and published in 36 CFR, Chapter XII, Subchapter B. For 
additional information contact the system manager.

[FR Doc. 2011-22467 Filed 9-1-11; 8:45 am]
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